Office Administrator

APi Construction Company; Darien (CT); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Competitive compensation

Comprehensive benefits package

Long-term career relationships

Job summary

A regional service provider in Connecticut seeks an Office Administrator to support branch operations. Responsibilities include managing billing, processing invoices, and ensuring smooth office functions. Candidates should have a minimum of one year in an administrative role and good communication skills. Competitive compensation and benefits are offered, along with opportunities for professional growth.

Qualifications

• A minimum of one year in an administrative setting or equivalent combination of education and experience.
• Proficient in time management, organizational and interpersonal skills.
• Ability to define problems, collect data, establish facts and draw conclusions.

Responsibilities

• Answers phones, ensuring that accurate information is given to the caller.
• Manage and process billing to our customers for installations and service work.
• Process invoices from sub-contractors, vendors, and suppliers.

Skills

Oral communication

Written communication

Time management

Organizational skills

Interpersonal skills

Education

High School Diploma/GED

Associate’s Degree

Tools

Microsoft Office Suite

Financial and operational platforms

Job description

As part of the W&M Fire Protection family (a subsidiary of DU Family of Compaines), Integrated Protection Services is a growing commercial systems integrator and service provider. Our Connecticut office is now in its 18th year as a leading regional provider (southwestern CT and Westchester County NY) of security and fire systems/services. Our office offers the best of both worlds: it has the qualities of a small business where everyone makes a difference, and as part of a large public company, we have the financial resources to compete in today's market and to reward our employees as fully as possible.

Due to continued growth, we are looking for an Office Administrator to support our team in Darien, CT. As the Office Administrator, you will support all branch operations by maintaining office systems and processes.

JOB RESPONSIBILITIES

• Answers phones, ensuring that accurate information is given to the caller, and calls are transferred to the appropriate individuals.
• Manage and process billing to our customers for installations, recurring contract revenue, and T&M/service work.
• Manage, review, and submit employee timesheets for IPS branch on a weekly basis.
• Process incoming checks and prepare bank deposits.
• Process ACH, wire, and credit card payments.
• Process invoices from sub-contractors, vendors, and suppliers; Submit to corporate AP Team.
• Assist with credit card reconciliations.
• Contacts customers for invoice acknowledgement, payment status, and collections.
• Assist in obtaining information needed for jobs such as, PO#’s, tax-exempt forms, insurance certificates, and certified payroll information.
• Assists the branch in administrative tasks such as ordering office supplies, coordinating insurance certificates, completing pre-qualification and qualification forms and scanning documents to the online document storage systems.
• Work with sales team to manage and coordinate sales leads and follow up with customers.
• Acts as liaison between other offices
• Other duties and special projects as assigned as needed

QUALIFICATIONS / EDUCATION / EXPERIENCE REQUIREMENTS

• High School Diploma/Ged required; Associate’s Degree preferred
• A minimum of one year in an administrative setting or equivalent combination of education and experience
• Good oral, written and telephone skills
• Proficient in time management, organizational and interpersonal skills
• Technical Proficiency: Familiarity or ability to learn business software such as Microsoft Office Suite (Excel, Word, Outlook), along with financial and operational platforms (e.g., AX, Oracle, procurement and job booking apps).
• Ability to define problems, collect data, establish facts and draw conclusions
• Computer knowledge, including Microsoft Word, Excel, and Outlook, Internet and Adobe

CERTIFICATES, LICENSES, REGISTRATIONS

• Valid driver’s license

SUPERVISORY RESPONSIBILITIES

• None

PHYSICAL DEMANDS and WORK ENVIRONMENT

• In-person office environment – moderate noise
• Move about the office to copy, scan, fax and file
• Will require opening of heavy file cabinets with bending, stooping or kneeling to file
• May require light lifting of storage boxes, packages to be mailed, etc.
• May require consistent time spent on the computer and phone throughout the day

As part of the DU Family of Companies, we believe that investing and empowering our employees as leaders develops an organization that delivers innovative solutions and services that create a superior customer experience. The unique blend of our leader's abilities and the ownership of their work, combined with our culture and values, creates something that is simply described as the Davis-Ulmer difference.

Why Choose DU Family of Companies?

• Competitive Compensation: We offer competitive pay rates for experienced professionals, ensuring your skillsare recognized and rewarded appropriately.
• Comprehensive Benefits Package: Enjoy an industry-leading benefits package that includes medical, dental, vision, andadditional perks, ensuring your health and well-being are taken care of.
• Strength of the Family: The Davis-Ulmer Family of Companies, with over 30 locations across the East Coast and Midwest, epitomizes the strength of a team-first mindset. Embracing a culture of collaboration, we unite to share knowledge, resources, and best practices across our network of branches. This collective approach strengthens us as a cohesive group, amplifying our impact far beyond what any individual business unit could achieve alone.
• Backed by APi Group: As a subsidiary of APi Group, a publicly traded, multi-billion-dollar corporation headquartered in Minnesota, we provide the financial stability and support needed for success.Benefit from world-class training and leadership development opportunities, backed by a powerhouse in the Fire Life Safety & Security industry.
• Long-Term Career Relationships: Many of our employees have been with us for 20+ years! We believe in investing in the right people, fostering enduring professional relationships that benefit both characters and the company alike. Join us and become part of a community where your dedication is recognized and valued for the long term.
• Values Match: We prioritize hiring individuals whose values align with ours. Our commitment to value-driven recruitment is a cornerstone of our People/Talent Development Operating Code.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.

Equal Opportunity Employer, including disabled and veterans.